Human Capital Management: Step-by-Step Guide

Transcription

1 Human Capital Management: Step-by-Step Guide My Leave: Setting Preferences and Submitting Time This guide describes how to define your preferences in My Leave. Preferences include your regular default work schedule and preferences. Note: Before you enter any time into My Leave, you are required to set up your preferences. To set your preferences in My Leave: 1. From the portal, open My Leave using one of the following options: Click Request Leave/Record Time from the My Leave tile: Click the NavBar, then CU Resources> My Info and Pay> My Leave. Either option above displays your current Calendar. As you review this screen, there are several tabs that let you to see your Calendar by the Month, Week, Day and the Timesheet (further explanation of the Timesheet is explained below). 1 HCM Step-by-Step Guide hcm_sbs-my-leave-setting-preferences-submitting-time.docx

2 HCM Step-by-Step Guide 2. If you are new to My Leave, start by clicking to the Preferences button to enter your default work schedule, start date and preferences. Important Reminder: You must set up your preferences before entering any time into My Leave. Keep in mind the following: Select the correct holiday schedule. If you are employed in a position that is not paid holidays, select No Holiday Schedule. Hours are entered using military time (24-hour clock). If you are in a non-exempt position, select whether you receive compensatory time or paid overtime. If you are in an Exempt position and not eligible for Comp or overtime, select N/A. If you are a new employee, enter your start date. If you are a CU employee, but new to My Leave, your start date will be one month prior to your start date in My Leave. For example, if you have been an employee since 01/01/2008 but you have never used My Leave before. Your department has decided that 12/01/15 will be your start date in My Leave. On your Preferences tab, you would enter 11/01/2015. If you are approved to work a flex schedule, see instructions in following section for how to set up your hours. 3. Click Save & Return for your changes or additions to take effect. 2 HCM Step-by-Step Guide hcm_sbs-my-leave-setting-preferences-submitting-time.docx

3 Setting Up a Flexible Work Schedule HCM Step-by-Step Guide If you are approved to work a flexible schedule, you can define your default hours from the My Leave Preferences page: 1. Navigation (from the portal): My Info and Pay> My Leave> Preferences. There are two ways you can define your flex day: using the first Friday in a two-week cycle or using the second Friday in a two-week cycle as a flex day. 2. From the Weekly Schedule dropdown list, select the schedule for when you use your flex day as follows: If you use the first Friday as a flex day, select Flex Week-Layout 1 (9 days/80 hours). If you use the second Friday as a flex day, select Flex Week-Layout 2 (9 days/80 hours). The page displays a two-week cycle (14 days) for you to define. 3. From the Week Begin Day list, select Friday. 4. From the From Hour lists, select the hour that is the time you end work on your working Friday. 5. For each work day in the two-week cycle, specify the Start Time and End time, include your Lunch times, if needed. Each week must equal 40 hours. Depending on which Friday you use as your flex day (the first or the second Friday), you will enter different times for each workday in both weeks so each week equals 40 hours. The days in the week with your flex day should equal 10 hours, with 0 for the flex day Friday, and the days in the week with your work day Friday should equal 8 hours. See the images below for examples of how to set up these flex schedules. 6. Click Save & Return. Example: Flex Week - Layout 1 (First Friday in two-week cycle as flex day): 3 HCM Step-by-Step Guide hcm_sbs-my-leave-setting-preferences-submitting-time.docx

4 HCM Step-by-Step Guide Example: Flex Week - Layout 2 (Second Friday in two-week cycle as flex day): Entering Time on Your Calendar To add an event on your calendar: 1. Click Add Time to the right of the Current date or double-click the specific date from the calendar. The Add/Edit Event window appears. 2. Update the From Date and To Date to record the days/hours of hours worked or leave you are requesting and adjust the time (if a partial day) if needed. 3. Select Include Lunch if the time you entered includes lunch. If not, deselect this box. 4. If you have multiple jobs, select the correct Reporting To (supervisor) to ensure you are paid correctly and/or your leave hours are adjusted properly. 5. Select the Earnings Code for regular hours or exception time being reported from the dropdown. Examples of exception time include vacation, sick, funeral leave and jury duty. 6. Select the Status from the drop down. This includes the option of Submit a Request or Do Not Submit a Request (used if you re unsure of the request or dates.) 7. In Description box, type an explanation, if necessary. 4 HCM Step-by-Step Guide hcm_sbs-my-leave-setting-preferences-submitting-time.docx

5 HCM Step-by-Step Guide 8. Do not enter anything in SpeedType unless you have been advised by your HCM Community Member (payroll liaison) or supervisor. 9. Select Save to submit your reported action. When you return to the calendar, you see the submitted and not submitted requests: Important Exempt Employees Exempt employees must only enter and submit exception time. Examples of exception time include, vacation, sick, funeral leave and jury duty. After you submit a request for exception time, an will be sent to your supervisor for approval. Important Non-Exempt Employees Submitting a Timesheet Non-Exempt employees must enter and submit all days and hours selected in your Preferences to avoid a dock in pay and to ensure your vacation and sick accrue properly. This includes regular hours worked and exception time. Examples of exception time include, vacation, sick, funeral leave and jury duty. At the end of the month, you must also submit your timesheet. To submit your timesheet: 1. Select Timesheet at the top of the page. 5 HCM Step-by-Step Guide hcm_sbs-my-leave-setting-preferences-submitting-time.docx

6 HCM Step-by-Step Guide The timesheet will provide a week by week snapshot of the hours you reported on the Calendar tab. At the bottom, you will see the summary of the time period that you are submitting. 2. After you agree with what is reported on your timesheet, you will need to certify this by selecting the certification check box. 3. Click Submit to submit your timesheet for review and approval by your supervisor. 6 HCM Step-by-Step Guide hcm_sbs-my-leave-setting-preferences-submitting-time.docx

7 Additional Views of My Leave Calendar Calendar - Weekly View HCM Step-by-Step Guide Calendar- Daily View Additional Tips For Completing and Submitting Time It is suggested that non-exempt monthly employees submit a timesheet to your supervisor by the 5 th of each month. Bi-weekly employees should check with your department. It is suggested that supervisors approve submitted timesheets by the 10 th of each month. If you submit a request for leave prior to the event and have not seen an approving/denying your request, it is suggested that you follow-up with your supervisor within 48 business hours. Add your personal on the preferences tab if you do not use your work regularly. Supervisors set up a designate for approvals. Consequences of Non-Exempt Employees not submitting and/or approving timesheets include: o You may not get paid. o Your Leave accruals will not be correct. o This places additional time and work for you, the supervisor and your HCM Community member (payroll liaison). o If you see a DK1 in the summary, this means a dock and you will be missing money from your pay! If you worked the entire month or had enough exception time to cover your time off, you do not want to see this! Review each week in your timesheet to find the Dock, go to your calendar tab to correct. 7 HCM Step-by-Step Guide hcm_sbs-my-leave-setting-preferences-submitting-time.docx

8 Comp Time and Overtime HCM Step-by-Step Guide Overtime Pay: FLSA requires that an employee in an FLSA non-exempt (eligible for overtime) position is paid overtime or granted compensatory time when hours worked exceed 40 hours in a scheduled workweek. Both overtime and compensatory time must be paid at a rate of not less than one and one-half hours for each hour of overtime/compensatory time worked. State personnel rules consider all work time for overtime calculation, excluding holidays and authorized paid leaves such as annual leave, sick leave, jury duty, funeral leave, administrative leave, etc. For example, an employee works 36 hours, takes 4 hours of vacation leave, and then works 4 additional hours. This employee is paid 44 hours at the regular rate of pay, since the total hours at work are equal to 40. When you physically work over 40 hours in a week, place the hours as Regular hours worked and the My Leave will calculate your comp time/overtime. Comp time is currently tracked manually. 8 HCM Step-by-Step Guide hcm_sbs-my-leave-setting-preferences-submitting-time.docx